No Opening Email

Staff

Applicant & Hiring

Warm

This is the email you send when someone applies or asks about working at your center and you don't have an opening for the role they want. It thanks them, keeps their information on file, and leaves the door open without promising anything you can't keep.

BEFORE YOU SEND

Reply within a few days. Most applicants never hear back from centers, so a short, kind reply sets you apart.
Only say you'll keep their information on file if you really will, and for as long as you say.
If the applicant impressed you, name one real, specific thing that stood out. It leaves them excited about your program and more likely to reach back out when a position opens. If nothing stood out, delete that sentence. Generic praise reads like a form letter.
If you have a careers page or another place you post openings, add the link. If not, delete the optional line.

EMAIL TEMPLATE — EDITABLE

CUSTOMIZE FREELY

Subject:

Thank You for Your Interest in [Center Name]

Tone

Warm · Honest · Brief

Dear [Applicant Name],

Thank you for your interest in joining the team at [Center Name]. Right now, we don't have an open [Position] position.

I've added your [resume / application] to our file, and we'll keep it for [Number] months. If a position opens up during that time that matches your skills and experience, we may reach out to set up an interview. [Optional: "You're also welcome to check [Careers Page Link] for new openings."]

[If this applicant impressed you, name one specific thing that stood out, e.g., "Your experience with infants and toddlers stood out to me." If not, delete this sentence.]

We truly appreciate you thinking of us in your employment search.

Best wishes in your job search.

Sincerely,

[Your Name]
[Your Title]
[Center Name]
[Phone Number]

Click anywhere in the email to edit · Replace all [bracketed fields] with your specifics

Reset to Director Zen Original Copy Email

Example, filled in

Here's the email with the blanks filled in. It names one real strength from the resume and makes no promises it can't keep.

Dear Jordan,

Thank you for your interest in joining the team at Maple Grove Early Learning. Right now, we don't have an open Lead Teacher position.

I've added your resume to our file, and we'll keep it for three months. If a position opens up during that time that matches your skills and experience, we may reach out to set up an interview. You're also welcome to check maplegroveearlylearning.com/careers for new openings.

Your six years of preschool experience stood out to me.

We truly appreciate you thinking of us in your employment search.

Best wishes in your job search.

Sincerely,

Jessica Alvarez
Center Director
Maple Grove Early Learning
(555) 214-0187

Adapt It

What Not To Say

Why this email works

It answers the applicant's question in the first lines: there isn't an opening right now.
Keeping their information on file for a set number of months is specific and honest, and tells them exactly where they stand.
Saying "we may reach out" leaves the door open without promising an interview.
A kind reply to every applicant builds your name as an employer, which matters when the hiring pool is small.

No Opening Email

Related Articles